The TRF History Maintenance process allows a means of reviewing, adjusting or reporting on TRF history records. Access to TRF history is available for all employees for a given pay period or for selective employees for any number of pay periods.
The 'P' type TRF history records are automatically generated when the Payroll Update is processed or 'C' type records when a cheque is cancelled. In the event of a special pay run the TRF history record for the special pay run will reflect the change to the TRF history caused by the running of the special pay run. A report is generated during the TRF History generation phase of Payroll Update (#####T.LST) which can be viewed under the Pay Report Output as TRFREP.RPT.
NOTE: The Payroll Update will only generate TRF history records when the Alberta Pension Profile has been completed for a payroll. Also, the Alberta Pension Profile MUST indicate the payroll is either a Teacher or Substitute payroll. These conditions will prevent the TRF history generation from running on your other payrolls.
Each employee per pay period has one TRF header record with any number of TRF detail records. The Period Header fields refer to the Month to the Leave Status fields while the Record Detail fields refer to the FTE to ATA Dues fields. An employee may have more than one detail record and when the different sets of data have different Status Codes, those entries are reported as multiple entries to ATRF.
The Special Code field on the employee's TRF History master can be adjusted as needed through this process. The override to the Special Code on an employee's most recent TRF History record will be carried forward onto the next pay period during Payroll Update, thus maintaining the defined Code for all future pay periods.
The Status Code field exists on both the employee's TRF history master as well as the Detail Status Code on the individual TRF detail entry. Only the master or 06=Status Code value will carry over to future pay periods. The Detail Status Code may be defined as a different value from the main TRF history record which indicates the two detailed entries should be reported as separate records through the TRF Extract and on to ATRF. For example, the employee may have one detail entry with no Status Code representing the regular TRF History and a second detail entry with the Detail Status Code of PO with the value of the employee's Pay Out. These two entries will be reported as two separate entries.
The SPECIAL CODE field on the employee’s TRF Detail is used to report the Statutory Pay and ATA amount for Substitute Teachers using code 43 and indicates that a separate record is reported.
The Leave Status field on the employee's TRF History can be adjusted through this process to indicate that even though the employee is on an unpaid leave the system should carry forward the TRF History detail record to the next pay period. The Inactive Leave Status is intended for use with unpaid Status codes such as, but not limited to, Disability (DT) and Maternity Leave (LM). The Inactive record carried forward by the Payroll Update will not include TRF Contributions or ATA Dues. The Days will be zero and the Days Missed will be the applicable Days in the Month multiplied by the employees defined FTE. The inactive status type is intended for use with Disability Leave or Maternity Leave when you want to continue to report the employees FTE, Days Missed, FT-MRS and PT-MRS. You can set the employee's last TRF Payroll record as Inactive, so those values carry forward if the FT-MRS etc. is the value you want carried forward. An alternate option is to Add a new detail record defined as Inactive for the first pay period the person is away which would allow you to define the FT-MRS, FTE etc. as needed. The employee will continue to carry forward Inactive records from pay period to pay period until the person is paid again or you deactivate the Inactive record. Changing the most current pay period from Leave Status 'I' to Leave Status 'A' will deactivate the employees automatic record carried forward. The report option includes a prompt which allows you to report only inactive employees to assist in management of these inactive employees.
Although the system requires the original 'P' and 'C' TRF history records to remain intact as created by the payroll system in order to facilitate the Special Pay run functionality, a sotto edit option is available. When you select to Modify the detail values on a 'P' record, you will be prompted then allows to change any values from FTE through to ATA Dues. Once accepted, the system will auto generate the adjustment 'U' record with the results of the differences in of your changes. These 'U' adjustment records may be deleted as required. You may also add a 'U' adjustment record as needed. Inactive type 'I' records created by the Payroll Update may be adjusted as necessary.
Access by Employee or Period
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Enter 'E' to access a specific employee's TRF history.
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Enter 'P' to access all TRF history for a specific pay period.
When access by Pay period was selected:
Enter Pay Period #
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Enter the pay period to be reviewed.
When access by Employee was selected:
Enter Employee #
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Enter the employee number to be accessed.
Enter Starting Pay Period
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Enter to review all TRF history entries for this employee.
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Enter a starting pay period. All TRF history from this pay period forward is listed.
When Report is selected:
Report Selection
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Enter 'Y' to report based on the TRF history records currently displayed.
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Enter 'N' if a report of all employees for a given pay period range is required.
When No to report selection:
Enter Starting Pay Period
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Enter the staring pay period for a range of pay periods to be reported.
Enter Ending Pay Period
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Enter the ending pay period for a range of pay periods to be reported.
Report Detail or Summary
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Enter 'D' to report the TRF history in detail.
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Enter 'S' to report the TRF history summarized per pay period. The summary will compress multiple entries for one pay period.
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Enter 'I' to inquire on all details for the currently highlighted record.
When Detail Report Was Selected:
Report Only Inactive Records
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Enter 'N' to include all records on the report.
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Enter 'Y' to only report those records set to Inactive, LEAVE Status = I. This report prompt allows you to report only the Inactive record to assist in the management of inactive employee reporting
The Report lists the following:
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Employee number and name
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Pay period
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Special Code
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Status Code applicable to detail
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Record type
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Leave Status
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Employee's FTE percentage
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Employee's Days paid
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Employee's Days missed
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FT-MRS, Full time monthly rate of salary
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PT-MRS, Part time monthly rate of salary
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PSP, Pensionable salary paid
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Employee's TRF contribution
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Employee's ATA dues
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Report totals
The Report Totals include:
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Number of Full-Time employees, FTE of 1.0000
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Total FT-MRS for Full Time (multiple entries on a period are only totaled once per employee)
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Total PT-MRS for Full Time (multiple entries on a period are only totaled once per employee)
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Total PSP for Full Time
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Total TRF Contributions for Full Time
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Number of Part Time employees, FTE less than 1.0000
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Total FT-MRS for Part Time (multiple entries on a period are only totaled once per employee)
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Total PT-MRS for Part Time (multiple entries on a period are only totaled once per employee)
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Total PSP for Part Time
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Total TRF Contributions for Part Time
Employee
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Employee number is prompted for when in Access by Period.
Period
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Enter the pay period where the adjustment should be made.
When 'Access by Period' to the TRF History was selected, you will be warned but not stopped from entering a pay period other than the pay period you are accessing. If you entered an adjustment to a pay period other than the currently accessed pay period, the adjustment will NOT be included in the listing of TRF history when you return to the main screen.
The top portion of the screen or fields 01 through to 08 are fixed fields per pay period. These fields only exist once per employee per pay period. When you add an additional entry to an employee's pay period you are making changes to these fields.
Month
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Enter the Month based on a specific pay period calendar. The system will display the pay period as the applicable year and month.
Effective Date
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Enter the applicable effective date. By default, the pay period start date will be supplied.
Days in Month
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Enter the number of full-time days in the month.
Days in Year
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Enter the total number of teaching days in the year.
Special Code
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Enter an applicable special code. These are defined by ATRF. Use look-up for a list of possible Special Codes. You are not limited to the codes on this list.
The Special Code for the employee's most recent TRF History record will carry forward onto the next pay periods TRF History record during Payroll Update. This feature allows you to set an employee's Special Code to, for example, 95 for Principal and the next Payroll Update will pick up and maintain this setting for all new records.
Status Code
Enter an applicable status code. These are defined by ATRF. Use look-up for a list of possible Status Codes. You are not limited to the codes on this list.
This master or header Status Code for the employee's most recent TRF History record will carry forward onto the next pay periods TRF History record during Payroll Update. This feature allows you to set an employee's Status Code to, for example, LP for Parental Leave and the next Payroll Update will pick up and maintain this setting for all new records. This Status Code field may be overridden by the Detail Status Code field per detail record.
Please note the TRF History Extract process overrides this Status Code to 'PO' for all employees without a Status Code, when you indicate the extract is for a summer payout. This is not applicable for inactive records.
Record Type
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This field is fixed to RG for now.
LEAVE Status
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This field will normally be an 'A'.
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Enter an Inactive Leave Status of 'I' to indicate the employee will be unpaid and no TRF deduction taken but that the Payroll Update should carry forward the employee's TRF detail record to the next pay period. Inactive records carried forward will not include TRF contributions or ATA dues. The Days will be zero and the Days Missed will be the applicable Days in the Month multiplied by the employees defined FTE. The inactive status type is intended for use with, but not limited to, Disability Leave or Maternity Leave when you want to continue to report the employees FTE, Days Missed, FT-MRS and PT-MRS.
You can get a listing of all Inactive records through Report option on under this TRF Maintenance.
Values entered under fields 09 through 20 should be an adjustment to any existing balances for the pay period. The total of all records for these values will be reported to ATRF for a given pay period.
When changes to the detail values (fields 09 – 20) is requested on a 'P' type record, you will be prompted as follows.
Select Yes to change the detail field values as needed and once accepted the system will automatically create a 'U' adjustment record with the value of the differences.
For A 'S'UBS Payroll:
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10=Days
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11=Days Missed
For the Subs payroll (only) you can control when the unit of time from the pay code is included under the Days and Days Missed field using the pay code database field Hours Pensionable Y/N. This option allows you to have pensionable earnings included for ATA purposes but not to report the time as Days worked.